Song night checklist: from invitations to the final encore

A song night needs more than a playlist and a few microphones. You need to track registrations, dietary requirements, performers, lyrics, equipment, seating and refreshments in a practical order. This checklist takes you from the first invitations to handing out lyrics and opening the buffet. It also covers details that are easy to leave until the last minute, such as testing the projector, chilling drinks and checking whether every microphone has a working connection.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Send invitations
Process registrations
Collect dietary requirements
Compile program
2 people
Confirm performances
Collect songs and lyrics
2 people
Print song lyrics
2 people
Make reservations
Check the shopping list
2 people
Do the shopping
2 people
Chill drinks
2 people
Test equipment
2 people
Prepare presentation laptop
Check the venue
2 people
Set up tables
3 people
Set up chairs
3 people
Set up the cloakroom
Clear the stage area
2 people
Set up the sound system
3 people
Connect microphones
2 people
Hang up lights and décor
3 people
Set up buffet and bar
3 people
Set out dishes and glasses
2 people
Prepare snacks
3 people
Hand out song lyrics
2 people
Perform sound check
3 people

Event

Welcome guests
3 people
Explain the program
Guide the performances
2 people
Run music and lyrics
2 people
Serve snacks
3 people
Refill drinks
2 people
Provide coffee and tea
2 people
Announce break
Announce the final song
See off guests
3 people

Aftercare

Collect tableware
3 people
Take down the sound system
3 people
Collect waste
2 people
Clean the venue
4 people
Return materials
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 60
Coat racksqty 2
Bar stoolsqty 4

Equipment

Active speakersqty 2
Audio mixer
Wireless microphonesqty 3
Microphone standsqty 3
Presentation laptop
Projector
Projector screen
Extension cordsqty 6
Power stripsqty 4

Lighting

LED spotlightsqty 4
Mood lightingqty 4

Tableware

Drinking glassesqty 70
Wine glassesqty 50
Coffee cupsqty 60
Platesqty 70
Cutlery setsqty 70

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 6
Small bowlsqty 12
Serving spoonsqty 6
Coolersqty 3
Cutting boardsqty 3
Chef's knivesqty 3
Serving tongsqty 6
Dishpanqty 2

Decorations

Tableclothsqty 8
Table décorqty 12
Announcement board
Text sleevesqty 60

Catering

Groceries

Cleaning

Bucketsqty 3
Mopsqty 3
Broomqty 2
Dustpan and brushqty 2
Cleaning glovesqty 6

Stationery

Name stickersqty 70
Pensqty 20
Tapeqty 4
Scissorsqty 3

Tips

Send invitations early enough to process registrations and collect dietary requirements before you finalise the buffet. Use the confirmed guest count to check tables, chairs, glasses and plates rather than estimating on the day.
Confirm each performance and collect the song titles and lyrics before compiling the programme. Print the lyrics after the programme is fixed, so guests do not receive pages for songs that were later removed.
Test the active speakers, audio mixer, wireless microphones, microphone stands, presentation laptop and projector before guests arrive. Allow enough setup time to replace batteries, reroute extension cords or solve compatibility problems.
Set up the stage area, sound system and presentation screen before arranging the buffet and bar. This keeps cables away from serving areas and leaves a clear route for performers, staff and guests.
Chill the drinks and prepare snacks before the first guests arrive, then place glasses, coffee cups, plates, cutlery and serving utensils where people can reach them. Keep song lyrics separate from food and drinks until you are ready to hand them out.

Frequently asked questions

How far in advance should I send song night invitations?: Send invitations at least 3 to 4 weeks before the event. Set the registration deadline about 7 days before song night so you have time to process numbers, dietary requirements, performances and seating.
When should I print song night lyrics?: Print the lyrics after the programme and performances are confirmed, ideally 3 to 5 days before the event. Keep a few spare copies for late registrations or damaged pages.
How early should I set up the sound system for a song night?: Start sound and presentation setup at least 2 hours before guests arrive. Test every speaker, microphone, cable, power strip and laptop connection, then leave at least 30 minutes for a complete run-through.
How many drinks do I need for a song night?: Plan on 2 to 3 drinks per person for the first hour, then about 1 drink per person per hour after that. Add coffee, tea and water separately, especially if the programme includes several singing sessions.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.